Business Process Flowchart
Accounts Receivable
Packet
Description
The Accounts Receivable
Packet describes how
invoices are created and
customer information
(other agencies or outside
entities) is managed and
recorded in MAGIC
MAGIC.
MAGIC Roles
The MAGIC Roles used in these flows are:
AR - Accounts Receivable Invoice Approver
AR - Accounts Receivable Invoice Entry
AR - Post Outgoing Payments
A description of each role can be found on the
MMRS Website.
MAGIC Flows
The individual MAGIC flows that are included in
this packet are:
Help or Questions
 AR1-Adjustment for Incorrect AR Revenue
Posting
Click here to learn how to read
a MAGIC Business Flowchart.
 AR2-Customer Invoicing Process for External
entities in AR
If you have a question, please
use the MAGIC Feedback
webpage to submit your
question.
AR3-Refunds for Customers (Previously in GL)
Business Process Flowchart
Accounts Receivable
Significant Changes
 MAGIC will have a central customer file with centralized customer numbers.
High Level Process Description
 The newly assigned customer number will be referenced on the customer invoice
 The accounts payable process will allow agencies to create a customer invoice and
post/clear a customer payment.
 The invoicing process will allow agencies to select a customer and post against the
appropriate revenue G/L account while also posting against a cost center, or internal
order or WBS element. The number series for revenue G/L accounts is 4XXXXXXX.
g Program
g
 Dunning
The dunning process will now be a more standard process for all agencies
through the MAGIC system.
 The system allows you to dun business partners automatically. The system duns
the open items from business partner accounts in which the overdue items create
a debit balance. The dunning program selects the overdue open items, determines
the dunning level of the account in question, and creates a dunning notice. It then
saves the dunning data created for the items and accounts affected
affected.
AR Invoice Entry
AR1-Adjustment for Incorrect Customer Billing
Customer Invoice
entry with FV70 (DR);
billed the wrong customer
Has a customer
payment been
received
NO
Enter a Customer Credit
Memo
FV75
Issue a new Customer Invoice
to the correct customer
YES
Refund Customer; enter
a customer credit memo
(DG)
Save Customer Credit
Memo as Complete
(DG)
Reject
Refund Customer; enter
a customer outgoing
payment (DZ)
F-31
FV75
AR Invoice Approver
Refund Customer; enter
a customer credit memo
(DG)
Workflow
Invoice
Approval process
SBWP
Creates a Customer
Credit Memo
Services are rendered
Invoice Entry for
Customer Invoice
FV70 (DR)
Reject
Customer paid
Save Invoice as
complete
FV70 (DR)
Workflow
for Customer
invoice approval
Approve
Execute the customer
account statement
Execute the Dunning
Program
ZFAR_ACC_STMT
F150
Park document for
Incoming Payment
FBV1 (DZ)
Automatic
Post to AR
Reject
Save Document as
Complete for
Incoming Payment
FBV1 (DZ)
Workflow
for Customer
invoice approval
SBWP
SBWP
Approve
AR- Agency
Outgoing
Payments
AR- Agency
Invoice Approver
AR – Agency Invoice Entry
Customer Invoicing Process for External entities in AR
Creates a clearing
document (DZ)
Clear Customer for
partial payments
F-32 (AB)
DFA/OFM
Partial
Reject
Customer
No
Customer Receives
Current Statement
Or
Dunning Letter
(In Arrears 60, 90 &
120 days)
Customer
makes payment in
allotted time
Yes
Requires DFA
APPROVAL of
Incoming Monies
Approve
Partial or Full
Payment
Full
Job for F.13
(DZ) run in
background
in nightly
process
AR Invoice Entry
A Customer Refund is due
Enter Customer
Credit Memo
DFA/MMRS
Outgoing Payment role
AR Invoice
Approver
FV75
Reject
Customer Receives Warrant,
EFT, or ACH payment
Save Credit Memo
as complete
FV75
Workflow Agency
Approver SBWP
Approve
Post customer credit
memo
Creates a Credit
Memo for
Customer Refund
Customer Outgoing
Payment
Process thru
Automatic Payment
Run
F-31 (TBD)
F110
Automatic
Payment Run